Buy vs Lease vs Cost-Per-Page: Which Is Best for Your NZ Business?

The short answer: buying generally suits businesses that want ownership and expect to use the same printer for several years. Leasing can protect cash flow and make future upgrades easier. A cost-per-page agreement is often best when predictable costs, servicing and automatic consumable supply are more important than owning the equipment.

However, cost per page is a charging and service model—not always a completely separate finance option. A printer can sometimes be leased while printing, toner and servicing are charged per page. The right comparison therefore needs to cover the whole agreement, not simply its monthly headline price.

Business printer options at a glance

The important phrase in that table is “depends on the agreement”. Printer finance and managed print contracts differ, so always compare inclusions, exclusions, minimum volumes and end-of-term conditions.

What does buying a business printer involve?

Buying means paying for the printer upfront and owning it from the beginning. Your business is then responsible for consumables, servicing and repairs once any included warranty expires.

Buying can work well when:

• You have available capital.
• Your printing requirements are unlikely to change significantly.
• You expect to keep the device for several years.
• You prefer to control when equipment is replaced.
• Your print volume is relatively predictable.
• You are comfortable arranging maintenance and consumable supply.

The main advantage is ownership. Once the printer has been paid for, there are no ongoing equipment-finance payments. If the device remains reliable and suitable for a long time, buying can produce a competitive lifetime cost.

The risk is that the purchase price is only one component of the total cost. Toner, drums, parts, service calls, downtime and staff time spent managing supplies can substantially affect the economics of the device.

Technology requirements can also change. A printer that was suitable when purchased may become less appropriate after an office expansion, a move to cloud-based workflows or the introduction of stronger document-security requirements.

What does leasing a business printer involve?

A printer lease spreads the cost of the equipment across an agreed term. Instead of making a large upfront purchase, the business makes regular payments while using the device.

Leasing can be appropriate when:

• Protecting working capital is important.
• Predictable monthly equipment costs are preferred.
• The business expects its requirements to change.
• Access to newer technology is a priority.
• The printer needs to be matched to a defined refresh cycle.
• Purchasing the equipment outright would compete with more strategic investments.

Leasing can make budgeting easier, but the monthly lease payment may not represent the full cost. Depending on the agreement, toner, servicing, parts, network support and excess usage could be charged separately.

Before signing, understand:

• The total term and total payments.
• Whether there is an upfront establishment fee.
• What happens if your business needs to upgrade early.
• Whether servicing and consumables are included.
• Any annual price adjustment.
• The options available at the end of the term.
• Equipment return requirements.
• Early termination conditions.

KMBE offers operating lease, lease-to-own and cost-per-page options through KM Finance. The appropriate structure depends on your cash flow, equipment requirements and preference for ownership.

What is a cost-per-page printer agreement?

Under a cost-per-page agreement, printing costs are linked to actual usage. Colour and black-and-white pages normally have different rates because their consumable costs differ.

A simplified calculation is:

Monthly print cost = base equipment charge + (black-and-white pages × mono rate) + (colour pages × colour rate) + excluded items

Depending on the contract, the page rate may include:

• Toner
• Replacement parts
• Preventive maintenance
• Break-fix servicing
• Remote device monitoring
• Automatic meter readings
• Automatic consumable ordering

Paper, staples, specialist media, damage and certain network-related services may be excluded. Some agreements also include minimum monthly volumes or separate equipment-finance payments.

Cost per page can be valuable because it turns several variable activities into a more manageable operating cost. It may also reduce the amount of time office and IT teams spend checking toner, submitting meter readings and arranging repairs.

KMBE’s real-time printer monitoring can automate consumable ordering, meter readings, maintenance reminders and elements of remote support.

Is cost per page the same as managed print services?

Not necessarily, although the two are commonly combined.

Cost per page describes how usage is charged. Managed print services describes the broader management of a printer fleet, which may include device selection, monitoring, consumables, maintenance, security, reporting and ongoing optimisation.

A managed print agreement might include:

• A fixed equipment lease
• Separate mono and colour page rates
• Automatic toner supply
• Remote fleet monitoring
• Scheduled maintenance
• Service response commitments
• Usage and cost reporting
• Regular fleet reviews

When comparing proposals, ask the supplier to separate equipment finance, usage charges and service inclusions. This makes it easier to compare like with like.

Which option costs less?

There is no universal cheapest option. The result depends on how much the business prints, how long it keeps the equipment and what is included in the agreement.

Use total cost of ownership rather than purchase price or monthly payment:

Total cost of ownership = acquisition or finance costs + usage charges + consumables + service + energy + administration + downtime − residual value

A low purchase price can become expensive if the device uses costly toner or needs frequent service. A low lease payment can also be misleading if service and consumables are excluded.

Conversely, a managed cost-per-page plan may appear more expensive than purchasing toner independently, while producing a lower overall cost once staff administration, repairs and downtime are considered.

Seven questions to use when comparing printer proposals

1. What are our actual print volumes?

Collect at least three months of meter data where possible. Separate black-and-white from colour printing and account for seasonal peaks.

2. Are we paying for more capacity than we need?

Print speed and monthly duty-cycle figures can encourage businesses to over-specify equipment. Device choice should also reflect scanning requirements, paper sizes, finishing, security, locations and the number of users.

3. What exactly is included in the page rate?

Confirm whether toner, drums, parts, labour, travel, delivery and remote support are included. Ask for every exclusion in writing.

4. Is there a minimum monthly volume?

If there is a minimum, compare it with actual usage. Paying for unprinted pages can materially alter the effective cost per page.

5. How will colour pages be counted?

Some devices and agreements distinguish between low-, medium- and high-coverage colour pages. Others apply one colour rate. Confirm the calculation method.

6. What happens when our requirements change?

Consider office growth, remote working, new locations, acquisitions and changing security requirements. Ask what happens if you need a larger, smaller or different device before the agreement ends.

7. What happens at the end of the term?

Do not assume ownership automatically transfers. Confirm whether the device must be returned, can be purchased, continues on a renewed term or can be replaced.

How NZ tax treatment can affect the comparison

Tax treatment depends on the agreement, ownership structure, business use and the circumstances of the individual organisation.

Inland Revenue explains that businesses generally claim depreciation on capital assets used in the business. Since 22 May 2025, eligible new assets may also qualify for the Investment Boost, allowing 20% of the asset’s cost to be claimed as an expense before depreciation is applied to the remaining 80%. Eligibility conditions apply. See Inland Revenue’s current depreciation guidance and Investment Boost guidance.

Lease and cost-per-page payments may receive different accounting and tax treatment from an outright purchase. GST treatment can also affect comparisons.

This article provides general information, not accounting or tax advice. Ask your accountant to assess the specific agreement and current Inland Revenue rules before making a decision.

Which option is likely to suit your business?

Buying may be the best fit if:

• You want to own the device.
• Capital is available.
• Requirements are stable.
• You expect to retain the printer for a long period.
• You can comfortably manage servicing and consumables.

Leasing may be the best fit if:

• You want to preserve cash.
• Regular payments are easier to budget.
• You prefer a planned equipment-refresh cycle.
• Your technology requirements may change.
• You understand the full-term and end-of-term obligations.

Cost per page may be the best fit if:

• Print volume is measurable.
• Predictable operating costs are important.
• You want toner and service managed for you.
• Printer administration is consuming staff or IT time.
• Fleet monitoring and consolidated reporting would be valuable.

For many businesses, the practical answer will be a combination: leased equipment supported by a managed cost-per-page service.

Look beyond the printer

The best arrangement should support the way your organisation works—not simply provide a machine at an attractive monthly price.

Before recommending a device or finance model, a supplier should understand:

• Current and expected print volumes
• Number of users and locations
• Colour and paper-size requirements
• Scanning and document workflows
• Security and authentication requirements
• Acceptable downtime
• Sustainability objectives
• Internal IT and administration capacity

KMBE supplies a range of business printers and multifunction printers, backed by local support and nationwide service.

Frequently asked questions

Is it better to lease or buy a printer for a small business?

Buying may suit a small business with available cash and stable, modest printing requirements. Leasing may be preferable when preserving cash or gaining predictable equipment payments is more important. The best answer depends on total lifetime cost rather than business size alone.

Does a printer lease include toner and servicing?

Not automatically. Some leases cover only the equipment. Toner and servicing may be supplied under a separate cost-per-page or managed print agreement. Check the written inclusions.

What is normally included in a cost-per-page contract?

Toner, parts, servicing and monitoring are commonly included, but contracts vary. Paper, specialist media, staples, damage and network work may be excluded.

Can we combine a printer lease with cost-per-page servicing?

Yes. This is a common structure: a regular equipment payment combined with page-based charges covering usage, consumables and service.

How long should a business keep a printer?

There is no single ideal period. Print volume, maintenance history, security support, workflow requirements and the cost of downtime are more important than age alone. A well-matched and properly maintained business printer can remain useful for years.

Get a comparison based on your actual usage

Choosing between buying, leasing and cost per page should begin with your print volumes, workflow and service requirements—not a particular printer model.

KMBE can review your current environment, compare suitable equipment and explain the available finance and service structures in plain language.

Talk to KMBE about your business printer requirements.